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ADC 197 

Attachment 

ATTACHMENT TO ADC 197 

Request for New Type of Physical Inventory/Transaction History Code and Add 

Code to Historical Transactions (DS 527R, 867I, 940R, 945A) (Staffed by PDC 219)

1. ORIGINATOR: 

a. Service/Agency: DLA

b. Originator: Terry Simpson, DLA-J3751

2. FUNCTIONAL AREA: 

 a. Primary: Supply: Physical Inventory Control Program, Location Audit 

 b. Secondary: Location Reconciliation

3. REQUESTED CHANGE: 

a. Title: Request for New Type of Physical Inventory/Transaction History Code and Add Code 

to Historical Transactions (DS 527R, 867I, 940R, 945A) (Staffed by PDC 219) 

 b. Description of Change: 

 (1) DLA requests the establishment of a new Type of Physical Inventory/Transaction History 

code for use with Transaction History Requests (DLMS Supplement (DS) 846P/MILSTRAP 

Document Identifier (DI) Code DZJ and DZK) to differentiate transaction history associated with 

annual reconciliation from other transaction history. 

 (2) Request new Type of Physical Inventory/Transaction History Code ‘Y’ be established 

for Annual (Total Reconciliation). The code may be entered on the DS 846P/DI Code DZJ 

transaction history request and perpetuated back to the owner/manager in MILS on the returned 

DZKs. 

 (3) Under DLMS, there is no direct map of MILSTRAP DI Code DZK to DLMS. Instead, 

all transactions that were subject to historical submission under DZK, were given a beginning 

segment action code ‘W1” for historical submissions. DLMS transactions containing action code 

W1 for historical submission are: 527R, 867I, 940R, 945A, 947I. To provide for the DLA BSM 

requirement to differentiate historical submissions stemming from the annual (total) reconciliation, 

from other historical submissions, this change proposes the addition of the type of physical 

inventory/transaction history code to the LQ segment of DS 527R, 867I, 940R, and 945A. DS 947I 

already has the type of physical inventory/transaction history code in the LQ segment and does not 

require revision. 
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 c. Procedures: 

 (1) Revise Type of Physical Inventory/Transaction History Codes (MILSTRAP AP2.2 

and DLMS Data dictionary) to add code Y as follows:

CODE DEFINITION 

Y Annual (Total) Transaction History (optional for use to distinguish history 

associated with annual reconciliation from other transaction history) 

(2) Revise DoD 4000.25-2-M, MILSTRAP, Chapter 7, para C7.6.2.3.4 as follows: 

C7.6.2.3.4.2. Location Reconciliation Transaction History:

 C7.6.2.3.4.2.1. When transaction history (DI Code DZK Transaction History Transmittal) is 

required to accompany DI Code DZH, the storage activity will advise intended recipients 

(owners/managers) of the number of DI Code DZK transactions being forwarded, the cutoff date, and 

the medium (ex. DDN) using DI Code DZP Location Reconciliation History Notification transaction 

(appendix AP3.68). 

C7.6.2.3.4.2.2. For transaction history associated with annual reconciliation, the 

owner/manager may cite Type of Physical Inventory/Transaction History Code Y in the DI Code 

DZJ Request for History. DLA owner/managers shall use code 'Y' for automatic submissions of 

history requests for the Annual (Total) Reconciliation, and code 'W' for automatic submissions of 

transaction history requests for their weekly process. 

(3) Revise DoD 4000.25-M, DLMS, Volume 2 (Supply), Chapter , para C6.6.2.3.4.2 as 

follows:

C6.6.2.3.4.2. Location Reconciliation Transaction History. 

C6.6.2.3.4.2.1. Location Reconciliation History Notification transaction. When transaction 

history is required with Location Reconciliation, the storage activity shall advise intended recipients 

(owners/IMMs) of number of historical transactions being sent, and the cutoff date, using DS 846R 

Location Reconciliation History Notification, transaction. 

C6.6.2.3.4.2.2. Location Reconciliation History Transactions. For transaction history 

associated with annual reconciliation, the owner/manager may cite type of physical 

inventory/transaction history code Y in the DS 846P request for transaction history. Transactions 

subject to transaction history submission are DS 527R, 867I, 940R, 945A, and 947I. The 

transaction history code may be included in the transaction history submissions. DLA owner/ 

managers shall use code 'Y' for automatic submissions of history requests for the Annual (Total) 

Reconciliation, and code 'W' for automatic submissions of transaction history requests for their 

weekly process. The distribution depot perpetuates the type of physical inventory/transaction history 

code in the transaction history submissions. 
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ADC 197 

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(4) Revise DS 527R, 867I, 940R, 945A, to add the Type of Physical Inventory/Transaction 

History Code to the LQ segment as follows: 

Item

# 

Location Revision to 527R 867I, 940R, 945A Reason Federal 

IC 

Impact

1. DS 527R, 867I, 

940R, 945A: 

DLMS 

Introductory 

Notes 

Add ADC 197 to DLMS introductory note: 

-ADC 197, Request for New Type of Physical 

Inventory/Transaction History Code and Add Code to 

Historical Transactions (DS 527R, 867I, 940R, 945A).

To identify DLMS 

changes included in 

the DS 

No impact 

2. DS 527R: 

Version 4010 

2/LQ01/130 

Add qualifier FC with DLMS note: 

FC Type Physical Inventory/Transaction History Code 

DLMS Notes: 1.Use only with 1/BR06/20 Action Code 

W1. 

2. DLMS enhancement. See introductory DLMS note 5.a. 

To add Type Physical 

Inventory/Transaction 

History Code for 

transaction history 

submissions. 

Transaction history 

submissions are 

identified by Code W1 

in the beginning 

segment action code 

No impact 

3. DS 867I: 

Version 4010 

2/LQ01/270 

Add qualifier FC with DLMS note: 

FC Type Physical Inventory/Transaction History Code 

DLMS Note: 1. Use only with 1/BPT07/20 Action Code 

W1. 

2.DLMS enhancement. See introductory DLMS note 5.a. 

Same as Item # 2 No impact 

4. DS 940R: 

Version 4030 

2/LQ01/1300 

Add qualifier FC with DLMS note: 

FC Type Physical Inventory/Transaction History Code 

DLMS Note: 1. Use only with 1/W0507/20 Action Code 

W1. 

2. DLMS enhancement. See introductory DLMS note 4.a. 

Same as Item # 2 No impact 

5. DS 945A: 

Version 4010 

2/LQ01/100 

Add qualifier FC with DLMS note: 

FC Type Physical Inventory/Transaction History Code 

DLMS Note: 1. Use only with 1/W0612/20 Action Code 

W1. 

2. DLMS enhancement. See introductory DLMS note 3.a. 

Same as Item # 2 No impact 

 d. Alternatives: No known alternatives. 

4. REASON FOR CHANGE: This change is required for DLA BSM to differentiate between the 
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ADC 197 

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Annual Transaction History Request (Annual (Total) Reconciliation) from other transaction history 

requests. Under current guidelines, if transaction history request for a weekly cycle is sent out within 

a day or two of history requests for a total reconciliation, and there is any delay in processing either, 

the history returned from the weekly request will be indistinguishable from the total reconciliation 

histories. Recommend the Services consider this requirement in their modernized systems. 

5. ADVANTAGES AND DISADVANTAGES: 

 a. Advantages: Eliminates risk of erroneous adjustment decisions and ensures continuity in 

reconciliation processing.

b. Disadvantages: None

6. IMPACT: 

a. Data Content/Procedures: None known

b. Publication: DOD 4000.25 (DLMS), DOD 4000.25-2-M (MILSTRAP), and DLMS Data 

Dictionary. 

c. DAASC mapping to recognize the new qualifier for Type of Physical Inventory/Transaction 

History Code in DS 527R, 867I, 940R, 945A 

d. Automated Information Systems (AIS). DoD Component AIS revisions may be required to 

accommodate this new code functionality.